Digitization of Delivery Notes

Delivery note processing is time-consuming and complex. A company with a great variety of
delivery notes and many customers has to devote time and resources to completing this necessary,
but non-revenue generating activity.

Processes

As a guide to just what can be achieved and how, see the delivery note processing workflow that we
are currently providing at the moment:

Scanning and indexing

We receive the delivery note, scan it and index it by the reference number
using automated OCR or by manual data introduction (data entry). This is then matched with the
client database to make sure that everything is correct.

Quality control

Quality control is an essential part of the process and the requirements set by the client
are clearly spelt out in the contract. We follow these to deliver an error-free service:
checking signatures, detecting duplicate files, detecting files which are missing, etc.
We send the client a daily summary of incidences so that they can be dealt with speedily.

Access and Retrieval Software

Once the client receives the file with all the digital delivery notes then it’s easy to
integrate those into his digital office, allowing him to access his delivery notes within
seconds. In Nova BPO our IT Department develops our own proprietary software so that we
can personalise it to exactly meet the needs of the client.

Finally, the paper delivery notes are placed into safe custody, the entire process managed
professionally by us so that the client can forget about time-consuming paper manipulation and
enjoy the fruits of his digitized document strategy.

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Results Report

A 70% reduction in administrative time spent dealing with delivery notes.

A global reduction in the administration department made possible by outsourcing the entire process.

Re-utilization of space previously used for filing.

Customer Benefits

One key benefit which our clients have commented upon is their ability to resolve incidences
in a much more efficient manner. For example, when a company has an incident related to a
product delivery and wants to check if the delivery note has been signed, an employee would
normally have to search for the document in a filing cabinet, copy it, etc,.. but with a
digital delivery note the process is much faster, simply accessing the digital file in
seconds via a reference number (or any other parameter) and then attach it and send it
via a network.

Another benefit is the time saved by office staff in not having to order their delivery notes
since Nova BPO sends the delivery notes which have been scanned in numerical order.